Minutes May 2018


Minutes of the Annual Parish Council and Annual Statutory Meetings of Callow & Haywood Group Parish Council, held consecutively, at Callow Village Hall

on Tuesday 1st May 2018



              Cllr. Sophie Glover (re-elected as Chair)

Cllr. David Malins

Cllr. Hugh Bryant

Cllr. Sandy Sharp

Cllr. Tony Priddle (elected as Vice Chair)

Cllr. Peter Clegg (co-opted)


      In attendance:

Parish Clerk; Alison Wright, Tree Warden; Ashley Elliott, Ward Cllr; Jon Johnson and nine members of the public


  Open Session with Public (Annual Parish Meeting)

The public open session heard concerns about a planning application for Twyford Brook Barn (181347). A number of questions were raised, and discussed, and a full list of these would be sent to the Clerk and Ward Cllr for onward referral to the Planning Department for the Planning Officer to address the questions being presented.


An accident on 19/04/18 in Haywood Lane was noted and Police were aware and monitoring the situation down in that area regarding traffic issues.


There was a discussion about heavy vehicles using the roads and speed governor limiting on tractors etc.


The Chair of the Parish Council gave her report for 2017 – 2018:

She thanked the Parish Councillors and Clerk for their time and commitment and outlined some of the activities from the past year.





1.0 Co-option of Councillors(s) and to receive Acceptance of Office form(s)

One new councillor was proposed. He was Dr. Peter Clegg. Proposed by Cllr Glover, seconded by Cllr Sharp and unanimously co-opted. Cllr Clegg completed and signed his Acceptance of Office and Declaration of Registrable Interests Form.






To elect a Chairman and receive Acceptance of Office form

Cllr Glover was proposed as Chair by Cllr Bryant and seconded by Cllr Priddle. There were no additional nominations and Cllr Glover accepted the role of Chair and signed the Acceptance of Role of Chair Form.

3.0 To elect a Vice Chairman and receive Acceptance of Office form

Cllr Priddle was proposed as Vice Chair by Cllr Sharp and seconded by Cllr Malins. There were no additional nominations and Cllr Priddle accepted the role of Chair and signed the Acceptance of Role of Chair Form.




4.0 Apologies for absence

There were no apologies received.

5.0 Declarations of Interest

There were declarations for Cllr Bryant, Priddle, Clegg and Sharp regarding any matters relating to the Southern Link Road planning application number 151314.



6.0 To Adopt Minutes of Meeting held on March 6th  2018

The minutes of the meeting were signed as a true and correct record of the Parish Council Meeting held on the 6th March 2018.

7.0 To Receive Reports from:

Ward Councillor:

Ward Cllr Jon Johnson advised that 150,000 visitors had been to see the Weeping Window Poppies at the Cathedral. This had resulted in additional trade for local businesses.

There had been a further briefing with Richard Ball, the Parish Council and the Ward Councillor concerning the Southern Link Road. Solutions to issues, and costs for these, were being looked at and HGV unsuitability signs were being considered for certain routes. A proposal was being put together to narrow the road through Callow Village, before the Church, so that HGV traffic can get through but are required to slow down with single lane traffic being highlighted. The use of corner barriers for around the bungalow (1 Hillcrest) was being considered. If a building was below road level then it would need to be protected. The Ward Cllr would send information for circulation. Traffic Regulation Orders for post road (SLR) opening were being discussed, with access only for some roads being part of the package.

Compulsory Purchase Orders for land along the route were being progressed. Procurement of contractors would be coming soon with an 18 month build program likely. The western by-pass route was scheduled to be decided in July 2018. Comments on the Compulsory Purchase Order paperwork had been circulated and one member had responded. Comments gained, across the board, could possibly result in there being a Public Inquiry.



Bulletins had been circulated when received.


Locality Steward:

Bulletins had been circulated when received.

Tree Warden:

The Tree Warden commented that the trees were now coming into leaf. He advised that the case he had instigated with the Ombudsman, for the SLR, would not be progressing due to time limit constraints.














Finance and Policies

8.1) To note the balance and current status of the current account and community projects account. The current account balance stood at £8453.95 and the Community Projects account at £218.29 as at the meeting date.

The closure of the special projects account would be investigated.

8.2) To resolve to accept payments as per listing:

Clerk (salary May 18 £201.20 expenses £29.21) Total £230.41

HMRC (tax)                                                                                    £50.00

Zurich Municipal (Insurance)                                                £254.96

Information Commissioner (ICO)                                           £35.00

                                                                                         Total   £570.37


The payments were resolved to be paid unanimously.

8.3) To confirm Internal Auditor for End of Year Accounts 2017-2018

The appointment of the internal auditor was confirmed.

8.4)  To sign exemption form for External Audit

This would be signed as part of the end of year accounts process.

8.5)  To consider policies for adoption re GDPR Data Protection Regulations

The policies would be ratified and placed onto the web site. Policies approved.

8.6)  To confirm adoption of revised Standing Order provision, as advised.

The revised 2018 NALC Standing Orders were adopted.

8.7)  To appoint any members to committees

The Tree Warden role was confirmed as Ashley Elliott who was willing to continue in the role. Thank you Ashley.

The Parish Footpath Officers would be Cllrs Bryant, Glover, Malins and Sharp.

The Contract for Lengthsman and Footpath would be renewed with Balfour Beatty for 2018 – 2019.











9.0 Planning Matters

9.1) To consider any applications as detailed:

Application 174633 for a chalet had been withdrawn.

Planning application for 1 Hillcrest comments sent. No objection.

Planning for 5, Hillcrest, granted with clause in conditions.


Shepherds huts at Kings Pitt Farm, Callow. Query was raised re numbers. Check with Herefordshire Council.


9.2)  Southern Link Road update

Covered under Ward Cllr update. Also, noted that meetings on the SLR with Herefordshire Council had been useful. Cllr Clegg left the meeting at 8.26pm.

Cllr Priddle proposed that a nominated highways consultant be invited to come to the June 5th Meeting to discuss how he might use a strategy to try to obviate issues of traffic and “rat running” through the local roads and centred round Haywood Lane. Cllr Priddle would try to arrange a pre-meeting to brief the consultant.


9.3)  Development site updates

No further news on these.


Travellers Sites Development Plan Document – noted for information only.





















Village Matters including speeding update and fly tipping

10.1) Speeding update and accidents (correspondence received)

Correspondence had been received advising of local accidents and incidents.  The mechanism for reporting speeding etc. would be circulated. Cllr Malins would make contact with Sgt. Freer of West Mercia Police.


10.2) Fly tipping and Haywood Lane railway embankment

The Clerk would contact Rail Track to try to progress the fencing issue and fly tippling clearance/prevention.


10.3) Local garages, obstruction and issues (correspondence received)

Issues of obstruction by some garages when unloading were continuing. Details of registrations, when advised, would be passed to police.














11.0 Parish Roads and Footpaths

11.1) To note any defects to be reported to Balfour Beatty. Serious potholes and road break up down the hill from Callow Village.

11.2) To put forward work for the Lengthsman – seasonal upkeep. Any issues to be reported.

11.3) To appoint Footpath Officer(s)

The Parish Footpath Officers would be Cllrs Bryant, Glover, Malins and Sharp.










12.0 Information Sheet and Correspondence

12.1  To note Information and Correspondence Sheet

The contents of the information sheet were noted and included:

Notification of road closures from April.


Notes of GDPR Workshop 


Travellers Sites Plan Document









13.0 Matters to be raised on the Agenda of the next Meeting

All usual items and including highways consultant (slot at meeting plus discussion and decision re appointment), embankment fencing and end of year accounts.









Confirmation of date of next Meeting

The next Parish Council Meeting would be held, from the earlier time of 6.30pm, on Tuesday 5th June in the Callow Village Hall.


The meeting closed at 9.10pm


Signed: ……………………………………………Chair                       Date……………………..